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CITY OF LOUISVILLE <br />PURCHASING POLICIES <br />SECTION V- <br />. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . <br />Bidding procedures are used to provide vendors the opportunity to bid, to elicit greater <br />vendor response, to meet City Charter and City Code requirements, to meet Colorado <br />statutory requirements applicable to the City, and to promote competitive prices from <br />vendors for the purchase of capital equipment and other items of significant monetary <br />value. The City Manager and Department Directors reserve the right to call for <br />competitive bids without regard to amount. As used herein, "bidding" shall include <br />requests for bids, requests for proposals, requests for qualifications, and /or statements <br />of qualifications. The responsible Department Director shall determine when bidding <br />procedures shall utilize a request for bids, request for proposals, or request for <br />qualifications, as appropriate. <br />All purchases of goods or acquisition of services above $25,000 and all purchases of <br />cars, trucks, and heavy equipment shall require competitive bidding procedures unless <br />otherwise required by the City Charter, City Code or state statute applicable to the City. <br />Exemptions to this policy are bids obtained through the specific processes listed below <br />in "State and Other Allowed Bids" and "Sole Source Purchases." <br />TYPES OF BIDS <br />INFORMAL BIDS /QUOTES /PROPOSALS FOR PROJECTS UNDER $25,000 <br />All purchases within the financial parameters of $2,500 to $24,999 shall require informal <br />bidding procedures. <br />• For purchases between $2,500 and $9,999 the requesting department shall <br />obtain and document a minimum of three (3) verbal quotations. If three (3) <br />quotations are not obtained, valid justification must be provided with the <br />purchase requisition and approved by the Department Director and Finance <br />Director; <br />• For purchases between $10,000 and $24,999 the requesting department <br />shall use a contract and obtain and document a minimum of three (3) written <br />quotations. If three (3) quotations are not obtained, valid justification must <br />be provided and approved by the City Manager; <br />• Notwithstanding the above requirements, Department Directors or the City <br />Manager may require a competitive bid process for any project regardless of <br />the amount. <br />STEPS TO COMPLETE AN INFORMAL BID /QUOTE /PROPOSAL: (unless otherwise <br />stated, the responsibility for these steps falls on the requesting department) <br />a) Develop specifications /information. Upon finalization of the <br />specifications, prepare any documents required by the informal bid; <br />b) Mail a copy of specifications to identified vendors; <br />9 <br />